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Minutes - 2014 - Eagle Public Library - 03/10/2014 - Regular EAGLE PUBLIC LIBRARY BOARD OF TRUSTEES MINUTES March 10, 2014 Community Room Board President Maureen Germano called the Eagle Public Library Board of Trustees meeting to order at 7:05 pm. Present were Board Members Pete Dover, Christine Lodge, Terri Soelberg and Margo Walter. Also present were Library Director Steve Bumgarner and Assistant Library Director Janice Campbell. Approval of Agenda for March 10, 2014, Board of Trustees Meeting Board President Maureen Germano asked to amend the agenda by adding a discussion about schedule extra meetings to plan a patron survey as well as other strategic or budget planning activities. Margo Walter made the motion to approve the agenda with amendments; seconded by Terri Soelberg, the agenda was unanimously approved Approval of Minutes of February 10, 2014, Board of Trustees Meeting Pete Dover made the motion to approve the minutes for the February 10, 2014 meeting as corrected; seconded by Margo Walter, the minutes were unanimously approved. Payment of Library Bills Margo Walter made the motion to approve the bills for payment; seconded by Terri Soelberg, the bills were unanimously approved for payment Due to the absence of a Friends representative, no report was given. Circulation statistics reflect a busier February over the same month one year ago. February 2014 saw an eight percent increase in usage of library materials over the same period in 2013. February statistics highlights include: 10% increase an 6% increase in the Adult collection (with average daily circulation for the month of February at 1,110 compared to 1006 a year ago), 114% increase in ebook circulation, 7% increase in patron traffic, while Programming attendance increased by 18%. Eagle patrons downloaded 671 songs from Freegal. For the five months of the fiscal year, 10% increase in circulation over the same period last year 13% in patron traffic Library publicity materials for the month of February were distributed. Among the items distributed was The Independent a. program listings for the month, and b. an article submitted by Cathy Hardy about the Home Bound Delivery Program The Eagle Informer -2014 Goals and Objectives were updated through the end of December and distributed to the Board. Among the items discussed were: Reclassification of juvenile fiction into genres is complete. Five or six genres were used (Adventure, Fantasy, Realistic, Scary, Science Fiction, Mystery, Fantasy, Classics, and Animal Stories) The Collection Development Policy was submitted to, and approved by the Board of Trustees in December Megan Williamson, Librarian II, met with Boise Public Library to discuss how electronic invoicing and EDI works; subsequently, she contacted Ingram and submitted a request to enroll the Eagle Public Library into their electronic invoicing program. She also found the SAN and the work together to create training and procedures for electronic invoicing. During the past few months, a LeapPad Ultra was available for library- an application to the Eagle Community Fund for the purchase of two additional devices, all three of which related apps. For increasing access to ebooks, the Friends of the Eagle Public Library report that they are eager to support the purchase of additional e- and audio-books as well as audiobooks on cd. At their March meeting, the Library will request their support. Materials are received for creating early literacy STEM resource kits. Each kit will contain a three-dimensional object as well as books and/or video to enhance the product. The Craft and Hobby Collection items are available for checkout. Currently available are knitting and crochet tools, fishing poles, a sewing machine, cake pans, and rubber stamps. Coming soon are more sewing tools and scrapbooking tools. The Library continues to try to increase its Home Bound Delivery Service. Vicki Prin will make monthly follow up visits to the assisted living facilities to remind both staff and residents of the service. The Library hopes to provide patrons with the ability to signup for computer access at a self- service staton concluded that the most affordable product is Envisionware (at about $5,000; SAMS is about $10,000; Pharo is even more). Funding is available through unbudgeted Open Access receipt se catalog. If the Library is unable to purchase Envisionware or another similar product, the Library will the item add to the FY14-15 budget request. The Library will create a computer lab this year. The winter tax revenue was received; IT is looking at which laptops would be appropriate and at what cost. participate in the BuyItNow program. Library Director Bumgarner distributed to the Board a spreadsheet showing January and February credits to the Library through BuyItNow. Through February 24, the Library has a $150 credit toward renewal of Horizon. Carol gave Jeanie Donate Now information; PayPal account needs to be established; then a website link similar The Museum continues not to express interest in the digitization through the Library of their collection of photographs; however, the project was mentioned in the State of the City and in ŷĻ LƓķĻƦĻƓķĻƓƷ p of the event. Library Director Bumgarner presented a budget update at five-months. Through the first five months, stands at 36.23% expended. Library Director Bumgarner explained the following: the City Clerk divided the bill among the various departments, resulting in an annual charge of approximately $1,200. Combined with monthly expenses, this account will be short by approximately $1,200. Administrative expenses: the fiftieth anniversary of the Library and the hosting of the annual Horizon Users Group, both intended to raise perceptions of the Eagle Public Library, pushed the line over the budgeted amount. Computer repair and maintenance expenses exhausted the small budgeted amount 06-0461-62- 00. Unbudgeted storage fees should end soon as the Library may have another library interested in the carrels that are in the storage shed. Open Access fees are paid through Fines and Fees in revenue; patrons pay for lost items and then the lending libraries are reimbursed for the materials lost. Other items discussed include: o charitable donation program, Library Director Bumgarner will forward to Board President Maureen Germano the models for computers for the public catalogs and computer lab after speaking with the Friends of the Eagle Public Library. A sketch of the propose manufacturer). The manufacturer will respond with an estimate for the production cost. Director Bumgarner will forward the estimate to the Board as the Board volunteered to solicit funds for the shelving at the February meeting. The painting of the Library is postponed; the funds handling system. Public Works director Mike Aho is looking at other options. Community type program. CğƩƒ /źƷǤ ʹ ƷŷĻ ĻķǒĭğƷźƚƓ ƚŅ ğƓ ǒƩĬğƓ ŅğƩƒĻƩ by Novella Carpenter is the book the Library is considering focusing its program around. The author agreed to speak at the Library. as well as its partnership with the food bank. Library staff is developing its program which will be presented this summer. Geek the Library continues. Stop by, get your picture taken. Library Liaison / City Hall Reports (City Councilman Stan Ridgeway) Due to the absence of City Councilman Butler, no report was given. Old Business Job Descriptions Library Board of Trustees Maureen Germano forwarded to Library Director Bumgarner her analysis of the job descriptions. New Business Freegal Usage Statistics Library Director Bumgarner distributed to the Board of Trustees the February monthly statistics from Freegal. The report indicates that 671 songs were downloaded during the reporting period by 117 patrons. The report also details each song downloaded, the day it was downloaded, the videos downloaded, the number of downloads by library card, and the number of songs and videos downloaded by genre. The Library does not currently include the statistics in the its overall circulation numbers, but Library Director Bumgarner believes that it should. Boise Public Library includes each song downloaded in its monthly circulation, and counts each download as one. cd culation numbers are shrinking. In both January and February, the cd music collection circulated by 10% less each month than in the same months in the previous year. He also noted that many patrons who check out music cds are checking out an entire cd for only one song (based upon discussion with patrons). Assuming that holds true across the board for the majority of patrons, then counting each download as one would be a legitimate count. If the assumption is that each unique user who accesses the database is counted as one circulation, then that would be valid as well. Library Director Bumgarner, based upon ast February would increase by 11.6% \[if each patron is counted as one, circulation would increase by 9% over last year\]). As annual statistics are submitted by the Board of Trustees to the City and to the State, Library Director Bumgarner asked the board for their recording of usage preference; the Board indicated it would prefer to count the usage by each download. Petitioning Library Director Bumgarner received a call from an Eagle resident interested in petitioning against the proposed cell tower at the golf course. Library code of conduct states: campaigning, petitioning, interviewing , survey taking, soliciting, posting notices, fundraising, or selling, unless authorized by the Library right to free speech. He noted his previous experiences with petitioning in Florida where political action committees routinely sent petitioners to public sites to gather signatures for petitions and some of the legal arguments that ensued. He also mentioned how some of the public entering the building may not feel as free to enter if accosted by petitioners. And, if there is a passive petition in the lobby, does that not set the library up to be seen as supporting the cause. Director Bumgarn opinions and concluded to leave the policy as is and deny petition requests. Exhibit Case and Displays Policy Library Director Bumgarner presented to the Board of Trustees the Exhibit Case and Displays Policy for by Shannon Bryon of J&K Insurance), the Library is covered for any public display that was in the care, Pete Dover made the motion to approve the policy as written; seconded by Margo Walter, the policy was unanimously approved. Scheduling of extra meetings to plan a patron survey and other strategic or budget planning activities An amendment to the agenda. Board President Maureen Germano asked the Board to discuss the possibility of scheduling extra meetings to plan a patron survey as well as other strategic or budget planning activities. Discussion among the Board ensued with the following points: schedule two meetings, try to do as much as possible through email, and collect basic preliminary thoughts through email and compile summary. The first special meeting will be Monday, March 31, at 7:00 pm. The meeting is open to the public. Additional Items or Public Comment There were no additional items or public comment. Next Meeting Date The next regularly scheduled meeting is Monday, April 7, 2014, at 7:00 pm in the Eagle mmunity Room. Adjournment There being no further business, President Germano adjourned the meeting at 9:10 pm. Respectfully submitted, Janice Campbell Assistant Library Director